In the pace of modern business, workflow automation has shifted from a luxury to a necessity. Think about it — how much of the average workday is lost to mindless admin tasks? In the U.S., it’s estimated that nearly 40% of an employee’s time goes into manual, repetitive processes. That’s a massive drain on productivity.
Automation helps take that load off. Instead of juggling routine work, teams can refocus on what actually moves the needle: strategy, creativity, and innovation. And it’s not just theory — Salesforce found that 74% of employees using automation tools say they get things done faster.
The good news is that monday.com, a leading workflow management and project automation tool, offers built-in, no-code automations to streamline common tasks. In this post, we’ll explain how monday.com automations work and share six practical examples to automate work in your organization.
What is Workflow Automation in monday.com?
With monday.com, setting up automations is refreshingly simple. It works on an “if this happens, then do that” logic. You start by picking a trigger, add conditions if needed, and then choose what action should follow.
Say you want to keep things organized — you can set up a rule like: When status changes to Done, move the item to the “Completed” group or send a heads-up to a manager. Just like that, manual updates become a thing of the past.
To get started, you just hit the Automate button in the platform. From there, you can use ready-made templates or build your own custom rule from scratch. Triggers might include things like “When a date arrives” or “When a new item is created.” You can then layer on conditions, such as “only if the status is X,” and assign actions like notifying someone, moving an item, or updating a field.
Bottom line? monday.com takes care of the repetitive stuff so your team can keep projects moving forward — no manual work, no coding required.
6 Practical Ways to Automate Workflows in monday.com
Here are the six ways to automate your workflows hasslefree:
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Auto-assign tasks when statuses change
No more guessing who's doing what. With monday.com, you can automatically assign tasks the moment something moves forward.
Let’s say a new item is created — you can set a rule like: “Assign it to [Team Member].” Or, when a task moves to “Needs Review,” send it straight to your reviewer.
One practical setup: “When status changes to In Progress, assign it to the person handling that phase.”
It’s simple, and it gives your team immediate clarity on ownership — without the back-and-forth.
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Send reminders before due dates
Deadlines shouldn’t sneak up on anyone. Set up smart automations that send reminders right before due dates.
A great rule to try: “When the due date arrives and the task isn’t marked as Done, notify the task owner.”
You can even take it further — escalate late items to a high-priority group or notify a manager.
By automating reminders, your team stays ahead of the curve and your projects stay on track.
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Automatically create sub-items
Some tasks are just the start — they need follow-up steps or checklists.
monday.com can auto-generate sub-items when a trigger happens. For example: “When status changes to [X], create sub-items.”
You control what gets added. So when a new Client Onboarding task kicks off, you can instantly create:
- “Send welcome email”
- “Schedule kickoff call”
- “Share portal access”
Each sub-item becomes its own mini-task, tied back to the main one — no steps missed, no setup wasted.
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Notify stakeholders in real time
Keep your team — and clients — in the loop automatically.
Let’s say a task is marked “Ready for Review.” You can instantly ping the project manager or shoot a Slack message to the team.
Even better? You can notify based on role:
- Alert QA only when a task hits “Ready for QA”
- Notify the client when a deliverable is “Ready for Review”
That way, the right people get updates at the right time — no manual checks, no missed handoffs.
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Move items between groups or boards
Keep things flowing smoothly from one phase to the next.
Set rules like: “When status changes to Approved, move the task to the Production group on another board.”
You can also clean up old work by auto-moving completed items to a “Done” or archived section.
It’s a hands-free way to stay organized and ensure work transitions without bottlenecks.
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Connect boards with mirrored columns
Working across multiple boards? No problem.
With Connect Boards and Mirror columns, monday.com lets you sync data between boards in real time.
For example, link a Clients board to a Projects board, and mirror the Status or Assignee columns.
When someone updates one board, the change reflects instantly on the other — no need to duplicate work.
Let’s say the Client Approval Status updates on a sub-board — the main project board gets updated automatically.
This kind of visibility helps teams stay aligned without digging around for info.
Each of the above examples is built using monday.com’s automation recipes (the platform provides dozens of pre-built triggers and actions). These monday.com automation examples show how common workflows – like task assignment, reminders, or cross-team handoffs – can be handled automatically. In practice, setting these up takes only a few clicks: you select an event (the trigger), define who or what it applies to (optional conditions), and choose the action (assign a person, send a notification, create subitems, move items, etc.)support.monday.com.
Benefits of Automation
The productivity gains from workflow automation are significant. According to a Forrester study, monday.com customers saw a 346% ROI over three years, including $121K in productivity value and $123K in saved administrative costsmonday.com. They also report saving 6,970 hours per month collectively by eliminating manual tasks. In real-world terms, one consultant noted that automations enabled their team to save 390 labor hours in a year by handling routine job functions automatically.
More broadly, industry data highlights dramatic benefits: Automation can free up 82% of sales teams to spend time on client relationships rather than paperwork. Nearly all IT workers (93%) using automation report higher productivity. Employees trust and welcome these tools – in surveys, 88% of staff using automation say it’s accurate and reliable, and 84-89% say it improves their job and company satisfaction.
In short, automating repetitive work reduces errors, cuts delays, and turns “fire drills” into routine processes. Teams move faster without sacrificing quality. As one roundup puts it, automating core processes like status updates, task assignments, and reminders creates “a foundation for scalable, error-resistant, and transparent operations”. Companies that leverage project automation tools like monday.com can reallocate effort to innovation and growth – as the saying goes, working smarter, not harder.
How Tollanis Helps with Custom monday.com Automation
Tollanis Solutions is a certified bronze monday.com partner that specializes in tailoring these automations for your business. We don’t just implement monday.com – we customize it to your needs.
We take the time to understand how your team works — then we tailor monday.com to match. That means building custom workflows, setting up automations that reflect your real task flows, connecting the tools you already use, and training your staff on best practices.
From simple rule-based actions to more complex cross-board processes, our experts make sure monday.com supports your day-to-day operations — not the other way around.
By automating routine updates and removing repetitive work, we help your team focus on what really matters: strategy, execution, and growth. Whether you're just getting started or scaling fast, we’ll help you unlock monday.com’s full potential.
The Bottom Line: Work Smarter, Not Harder
Workflow automation with monday.com replaces hours of manual work with fast, reliable, no-touch processes.
From auto-assigning tasks and sending deadline reminders to generating sub-items and syncing boards, automation helps your team move faster — and with fewer mistakes.
The payoff?
- Higher ROI
- Hundreds (or even thousands) of hours saved
- A team that’s less overwhelmed and more focused
Let’s simplify how work gets done.
As a certified monday.com Bronze Partner, Tollanis Solutions offers end-to-end setup, custom automations, and expert support — all tailored to your business.
Ready to automate the busywork?
Contact Tollanis today and let’s build a monday.com setup that works for you. We'll help you streamline your operations so your team can focus on driving real results.
