If you thought monday.com’s integrations and automations were already impressive, monday workflows will really wow you! With the beta version of monday workflows, monday.com takes workflow management to a whole new level and offers you the opportunity to design and automate complex processes even more easily.
In this blog, we’ll show you what makes this new feature so special, how it differs from previous automations and integrations and how it can help your team work even more efficiently. Ready to take the next step in productivity? Then read on!
Note: The monday workflows are only available in the Enterprise plans and will be activated gradually. If you don’t see them yet, they will be there for you soon.
What is monday workflows?
monday workflows are a further development of the automation and integration functions that many users of monday.com users already know. They make it possible to create complex workflows that connect different steps, teams and tools. With just a few clicks, companies can set up standardized processes, that fit seamlessly into everyday working life.
Source: Blinno
How does monday workflows differ from automations and integrations?
The monday workflow builder uses building blocks on an empty workspace, to visually design automated processes that support your entire workflow. monday workflows include automations and integrations, but go far beyond that, as they are not limited to a single board. Instead, they are created at workspace level and extend across multiple boards. In this way, the workflows you create with monday workflows, seamlessly connect all elements of your work inside and outside the monday.com platform to make your team more efficient.
For more information on the differences between these automationtools can be found in the article Comparison of automations, integrations and monday workflows.
How do monday workflows work?
With monday workflows, you can easily create automated processes, that go beyond individual boards and cover your entire workspace. The workflow builder uses a visual interface, where you can build your workflow step by step using building blocks. You can combine different actions, triggers and conditions, to automate recurring tasks and coordinate work between teams. External tools and integrations can be seamlessly integrated, so that you can centrally control all important work steps – both on monday.com as well as in external applications.
Terminology
Workflow
A self-contained structure of automations and integrations, that work together and independently of other workflows.
Block
Blocks are the building blocks of your workflow that are combined with each other, to achieve the desired result.
Trigger
The first block in your workflow is called the ” trigger”. The trigger initiates the entire workflow and sets the process in motion.
Condition
A condition is a prerequisite that must be fulfilled for the workflow to follow the specified path.
Action
An action is an event that is triggered, as soon as the trigger is activated and all previous conditions have been met.
How do you come to monday workflows?
To access workflows, click on the Workflow Center button at the top left of your screen, as shown in the image below.
Another way to call up workflows is to open the workspace in which you want to implement your workflow. Click on the blue plus symbol and select the Workflow option in the menu.
We have marked both access routes in the picture below to make it easier for you to find them.
Source: Blinno
How to create a new workflow
Once you have opened the Workflow Center, click on the blue Add workflow button. You will then be asked to give your new workflow a name. Click on the blue “Create workflow” button and you will see an empty workspace.
Now you can start building your workflow! Use the search bar to find the trigger you want to use for your first block.
When you create your first block, the configuration panel opens. Here you can define how your workflow is started and customize it accordingly.
Source: Blinno
Once you have set up your first block, click on the plus symbol to create a new block. There are several options available to you:
Action:
These blocks execute an action. Select this option if you want your workflow to perform the next action after the last step.
If / Else:
These blocks check a condition before the workflow moves on to the next action.
Wait for event:
These blocks pause the workflow until a specific event occurs before the workflow is continued. Use this option if you want the workflow to continue only after a certain action or reaction.
Delay:
You can use these blocks to pause between workflowsteps and wait for a certain period of time before continuing, before continuing.
Source: Blinno
If you select one of these options, the configuration window opens on the right-hand side.
Source: Blinno
Add an action
If you decide to add an action, you can select the board on which the action should take place. The list automatically shows you the most recently used boards first. You also have the option of searching for a specific board.
Source: Blinno
monday workflows: Pricing
monday workflows and the actions used in them are part of your plan’s automation quota. Actions that are used in workflows, however, do not affect the integration quota – even when using third-party tools.
What is an action?
Each workflow block has a trigger and an action. Example: “If a status changes, delete the element.” Here, the trigger is the status change and the action is the deletion. If the workflow is triggered three times , this counts as three actions.
Note on the prices: It is important to note that the number of actions, used in a workflow directly affects the automation quota of your plan. For a detailed overview of the prices and how they affect your plan, you can read the article “Automations and integrations: Prices”.
Simple scenario for monday workflow: Approval process for vacation requests
Imagine, you want to automate the process of approving vacation requests in your team and ensure, that all steps are transparent and efficient.
Let ‘s take a look at how you can easily achieve this with monday workflows .
Steps to set up:
- Trigger: The workflow starts, as soon as a team member enters a new vacation request in a form or on a board in monday.com .
Condition: Check whether the employee has already exhausted their vacation quota for the year. If yes, a notification is sent to the supervisor. - If/Else block: If the vacation request is within the quota, the request is automatically forwarded to the supervisor for approval. If not, the applicant will receive a notification that he has exceeded his quota.
- Action: After approval, the employee is informed by e-mail or via a monday.com notification, and the vacation is entered in the team calendar.
- Delay: Add a delay of two days to ensure, that the supervisor has sufficient time to review the request. If there is no response, a reminder is sent automatically.
Waitfor event: Wait for approval or rejection of the request. As soon as the supervisor makes a decision, the workflow is continued accordingly.
Result:
This workflow ensures that the vacation request process is automated and transparent, without manual tracking or unnecessary delays. All parties involved are informed in good time and the calendar is updated automatically.
Source: Blinno
Why should you start with monday workflows today?
If you’re looking for a way to make your working life easier, organized and more productive, monday workflows are the ideal solution. They allow you to automate tedious tasks, collaborate more efficiently across teams and ensure that important processes are followed every time with minimal manual effort.
By integrating monday workflows into your daily processes, you can processes , you can focus on what really matters, what really matters – innovation, creativity and strategic growth.
Conclusion
The introduction of monday workflows is a further step by monday.com to improve the day-to-day work of teams worldwide. Through the automation of processes, the integration of tools and the clear visualization of workflows productivity is increased and collaboration is simplified. Companies that focus on efficiency and scalability, will undoubtedly benefit from this new feature.
Now is the perfect time, monday workflows and take your team to the next level!
If you need support with the implementation of monday workflows or want to learn more about the new features of monday.com, we at Blinno GmbH will be happy to assist you as an official monday.com partner. Contact us for a free initial consultation.