🪄 Automations — How to Add the Same Item to Other Boards Automatically

What Are Automations?

In monday.com, automations let you set up rules that perform actions automatically when something happens on your board. For example: "When a status changes to Done, do something."

With Same Item Multiple Boards, you can create automations that automatically add an item to another board when a specific trigger occurs. This means you don't have to manually copy or sync items — the app handles it for you.

Why Use Automations?

Without automations, you would need to open each item and manually add it to other boards using the item view. Automations save you time by doing this automatically based on rules you define.

Common use cases:

• Hand-offs between teams — When a task's status changes to "Ready for Review," automatically add it to the Review board.
• Routing by assignment — When a person is assigned, automatically add the item to their team's board.
• New item distribution — When a new item is created on one board, automatically add it to a related board.
• Category-based routing — When a dropdown value changes, automatically add the item to the appropriate department's board.

How to Set Up an Automation

Step 1: Open the Automations Center

On the board where you want the automation to trigger, click the Automations button in the top-right area of your board (it looks like a robot icon).

Step 2: Create a Custom Automation

Click Create Custom Automation (or Add custom automation). This opens the automation builder where you can define your own rules.

Step 3: Choose Your Trigger

The trigger is the event that starts the automation. Pick the one that fits your workflow:

Step 4: Add the Same Item Multiple Boards Action

After choosing your trigger, you need to set the action — what should happen when the trigger fires.

1. Click on the action part of the automation builder.
2. Go to the Apps section (you may need to scroll or search).
3. Select Same Item Multiple Boards.
4. The action will be: Add the item to another board.

Step 5: Choose the Destination Board

Select the board where you want the item to be added when the automation triggers. This is the board that will receive a synced copy of the item.

Step 6: Save the Automation

Click Create Automation to activate it. From now on, whenever the trigger condition is met, the item will automatically be added to your chosen destination board.

Available Automation Types

Here is a summary of the different automations you can set up:

• Status-based — "When a status changes to something, add the item to another board." Great for workflow stages and hand-offs.

• Person-based — "When a person is assigned, add the item to another board." Useful for routing tasks to team-specific boards.

• Item creation — "When an item is created, add it to another board." Perfect for keeping boards in sync from the start.

• Dropdown-based — "When a dropdown value changes, add the item to another board." Ideal for department or category routing.

• Button-based — "When a button is clicked, add the item to another board." Gives you a one-click manual trigger right on the board.

• Advanced / Custom — Combine multiple conditions for more complex workflows tailored to your needs.

Good to Know

• Automations work independently from the item view. You do not need to have the Same Item Multiple Boards item view added to your board for automations to work. They are two separate ways to use the app.

• Synced items stay connected. When an item is added to another board via automation, changes to columns will sync between the boards (based on your column mapping settings).

• You can have multiple automations. Set up as many automations as you need on the same board — for example, one for status changes and another for new items.

• Automations only trigger going forward. They apply to new events after the automation is created. Existing items that already meet the condition will not be retroactively synced.

Quick Summary

• Automations let you automatically add items to other boards based on triggers like status changes, assignments, or item creation.
• Set them up in the Automations Center on your board.
• Choose a trigger (what starts it) and set the action to Same Item Multiple Boards.
• Pick the destination board and save.
• Automations work without the item view — they are an independent way to use the app.

Still Need Help?

If you need assistance setting up automations or choosing the right trigger for your workflow, reach out to our support team at support@pioneera.io or via the chat widget — we are happy to help!

Updated on: 15/02/2026