monday.com Work Management Advanced cheat sheet

Hierarchy is account → workspace → folder → board → group → item → subitem. Subitems are stored on a separate hidden subitems board, so their IDs come from a different sequence than parent item IDs.

Only one subitem level exists: a subitem cannot contain subitems. Deeper breakdowns require a Connect Boards link to a second board.

Groups are sections inside one board and share that board's columns and permissions. Different columns, different owners, or different access needs mean a different board.

Connect Boards creates a two-way link to one target board per column; an item may link to several items, and the relationship is visible from both sides.

Mirror displays one column of the linked item, is read-only, refreshes when the source changes, and can drive filters, automation conditions, and dashboard widgets.

The Dependency column relates items inside the same board (predecessor/successor) and lets Gantt views shift dependent dates; it cannot link items across boards.

Formula columns compute per item from other columns, recalculate on change, and are read-only; they can be used in filters, automation conditions, and chart aggregations.

View types include Table, Kanban, Calendar, Timeline, Gantt, Chart, Workload, Map, Form, and Files; each view stores its own filter, sort, and column selection, saved personally or for all members.

Keep a board near 10,000 items and avoid hundreds of columns; mirror columns and subitems add load, so large accounts split data across boards rather than widening one.

Recipe anatomy: trigger → optional condition and time delay → one or more actions. Custom automation allows several triggers and several actions inside one recipe.

A single board supports up to 250 active automations, and integration recipes count toward that same cap.

Automation actions draw on a monthly account-wide pool sized by plan; when the pool is exhausted, recipes stop until the cycle resets or the plan is upgraded.

The "every time period" trigger is scheduled, runs in the account time zone, and creates items, duplicates groups, or sends digests without an event.

The "when date arrives" trigger supports before/after offsets on a date column; items whose date cell is empty are skipped rather than erroring.

Cross-board actions such as "create item in another board" are supported; there is no direct move-item-to-another-board action, so recreate on the target board and archive the source.

A recipe executes as its creator; deactivating that user deactivates their recipes, so transfer automation ownership before offboarding anyone.

Loop risk: an automation that creates an item which re-fires the same trigger cascades indefinitely; gate it with a condition or a status change.

The board automation activity log lists runs and failures; recurring failures typically mean a deleted column, a renamed status label, or a revoked integration authorization.

A board Chart view visualizes one board; a dashboard widget aggregates across every board connected to that dashboard.

Chart mapping: X axis is a dimension (status, person, date, group), Y axis is item count or a numbers aggregate (sum, average, median, min, max), and stack-by adds a second dimension.

Widget selection rule: Numbers for a single KPI, Battery for progress toward a target, Workload for capacity (needs People + effort columns), Table or List for item-level detail.

Relative date filters (today, this week, this month, this quarter, this year) recalculate automatically; fixed date ranges go stale and need manual edits.

Dashboard-level filters constrain every compatible widget, widget-level filters constrain only that widget, and the two intersect.

Widget data respects board permissions: a dashboard viewer without access to a source board sees no data from it.

Sharing options are private, specific members or teams, or a shareable link; dashboards live in a workspace and follow its visibility.

Boards export to XLSX or CSV and print to PDF via the browser; dashboards are shared live, and only table-style widgets export rows as a file.

Tiers are Basic, Standard, Pro, and Enterprise. Enterprise gates column permissions, custom roles, SAML SSO, SCIM provisioning, and the audit log; Pro adds private workspaces.

Seat types: Admin (settings, billing, permissions), Member (create and edit), Viewer (read-only, paid seat), Guest (no seat cost, sees only explicitly shared boards, cannot be admin).

Board permission levels decide who edits: everyone in the account, board subscribers only, or board owners only; column permissions then narrow editing per column on Enterprise.

Workspace types: Open (any member joins), Closed (visible but invite-only), Private (hidden, invite-only, higher plans).

Deactivation frees a paid seat and keeps the person's name on their items; deletion removes the profile and deactivates recipes they owned.

Deleting content sends it to trash, where admins can recover it for a limited window before permanent removal; archiving keeps content indefinitely and is restorable from the archive.

Transfer ownership of boards and dashboards before removing an owner; the content directory shows owner and last activity for every asset in the account.

Admin defaults include the new-member role, default workspace, two-factor enforcement, and guest invitation control; the audit log records logins, permission changes, exports, and deletions.

Structure pattern: workspace per department, folder per program or year, board per repeatable deliverable, group per stage. Keep the mirror of the org shallow.

Board templates lock column names, status labels, groups, and automations; later edits to a template do not propagate to boards already created from it.

To exceed board limits, archive completed items by automation, split boards by year or region, and roll data up with Connect Boards plus Mirror into a portfolio dashboard.

Duplicating a board copies items, structure, and automations, but integration authorizations must be reconnected and the copy counts toward plan board limits.

Recurring work is generated with the "every time period" trigger instead of manual duplication, keeping item history clean across cycles.

Migration paths include Excel/CSV, Trello, Asana, Jira, and Smartsheet importers; each maps source fields to board columns, and status labels must already exist or rows import blank.

The apps marketplace and apps framework add custom views, widgets, integrations, and automation actions; the GraphQL API v2 meters query complexity rather than call counts.

Governance at scale: naming conventions, a single owner per board, periodic archive sweeps through the content directory, and an automation ownership audit before offboarding.