Syncing Connected Items in Monday CRM has always been the Achilles Heel of the platform. Sure, it’s easy to automatically create and connect Items and when creating Items you can map Column Values from the trigger Item to the new Item/s.
But once the new connected Items have been created, apart from making changes to the Status Column, there has been no way to sync changes between connected Items. Until now.
But, before we get too carried away, I want to point out three important caveats;
- The solution I’m going to show you uses Monday Workflows, which is an Enterprise-only feature.
- The 2 new Action Blocks this post will talk about are brand new and I haven’t had the chance to test them thoroughly yet
- These 2 new Action Blocks are not the perfect solution to syncing connected Items – but they are the closest thing to a perfect solution currently available on the Monday platform.
Why The Ability To Sync Connected Items is Crucial in Monday CRM
In my opinion, the three features above all else that make Monday unique are;
- Monday’s ability to manage pretty much any data, process or workflow you can imagine
- Monday’s ability to connect anything to anything, allowing you to build complex and powerful relationships between different sets of related data
- Monday’s ability to automate almost anything.
All of this is great stuff, obviously. And it leads us as Monday users to want to have ALL of our data in Monday so that all of our data is finally not only visible but also actionable, in one place.
But here’s the catch; once you get all your data into Monday and build relationships between related pieces of data, good luck trying to keep changes in one Item/Board in sync with other connected Items in other Boards! You pretty much can’t do it – at least not automatically.
Sure, you can automatically update the Status of a connected Item in Board X when the Item it is connected to in Board Y sees a Status change. But that’s it. Due dates, Text Columns, Number Columns…anything else? You guessed it – it’s time for manual update hell!
This is an especially big problem in a platform like Monday where uses often rely on Low Level / High Level Board Setups where they need changes in all of their many Low Level Boards to be automatically updated in their High Level Boards in order to maintain an accurate high level overview of all the information.
The True Cost of Manual Data Management
When connected items cannot by synced automatically, the manual work involved in finding and fixing discrepancies can eat away at your team’s time and energy. Or, your team can miss the differences altogether – resulting in dropped balls, pie on face and loads of other less-than-ideal metaphors.
Picture this: your sales team updates a lead’s status on one board, but someone forgets to mirror that change on a connected board. Multiply this instance by dozens—or even hundreds—of connected items, and you’re left with a tangled web of incomplete information.
Here are some issues caused by non-synced items:
- Time-Consuming Updates: Teams waste valuable hours making manual updates across various boards.
- Increased Risk of Human Errors: The more steps involved, the easier it is to accidentally input outdated or incorrect data.
- Decreased Productivity: Constantly cross-checking information between boards can delay workflows and hinder progress.
This creates unnecessary bottlenecks and leaves your organization vulnerable to errors in key processes. Manual updates are not just annoying—they actively hold your team back.
To explore how real-time synchronization impacts organizational efficiency, you should read this excellent overview of data synchronization benefits.
Impact of Data Discrepancies
When your CRM records are inconsistent, it’s more than just a small inconvenience—it’s a recipe for confusion and poor decision-making. Imagine presenting flawed sales metrics to your leadership because your connected items didn’t update correctly. It’s a scenario that can result in missed opportunities and lost revenue.
Here’s how data discrepancies can disrupt workflows:
- Decision-Making Delays: Stakeholders rely on accurate information to make critical decisions. A single outdated field can lead to costly mistakes.
- Workflow Interruptions: Non-synced records can create incomplete task chains, leaving team members unsure of their next steps.
- Customer Dissatisfaction: Inaccurate or outdated client information can lead to poorly targeted communications, which can damage trust and harm relationships.
To underscore the importance, consider how data synchronization ensures better collaboration across teams. Accurate, real-time updates build confidence in your workflows and allow teams to perform their best.
Introducing 2 New Action Blocks in Monday Workflows That Promise A Solution
If you’re looking for a solution to out-of-sync connected Items in Monday CRM (and the manual updates this results in), you’re in for some good news. Kind of. The team at Monday recently announced two powerful Action Blocks for Monday Workflows: “Find Matching Item” and “Find Connected Item” and these Action Blocks open up a whole new world of possibilities when it comes to keeping connected Items in sync.
(Reminder; Monday Workflows is an Enterprise-only advanced automation builder available for any Monday Product).
How Find Matching Item Works
The Find Matching Item Action Block is designed to tackle one of the most time-consuming problems in Monday CRM: locating the right item in a sea of data. Here’s how it works: you can specify a board, set your column criteria (like targeting the “last created” or “last updated” item), and let the workflow automatically fetch the perfect match.
Let’s say you want the most recently updated lead in your sales pipeline. Instead of digging through records manually, this Action Block instantly finds it for you. It evaluates your criteria and looks for the first “hit” that matches, saving hours you’d otherwise spend searching.
Like the Match Automation Recipes, the key to making this Action Block work well for you is likely going to come down to having a matching unique identifier in the Boards containing the Items you want to keep in sync. It’s also important to point out that at this point the Workflow is limited to finding and matching only one Item – either the last Item created that matches your criteria, or the last Item updated that matches your criteria. This is a crucial limitation and one that, at this point, hamstrings the versatility of this Action Block in terms of keeping multiple connected Items in sync. However, this Action Block is brand new and I am hopeful we will see improvements and expanded functionality in the near future that will make it much more versatile and effective at keeping connected Items in sync.
Need help getting started with Monday workflows? You can check out this fantastic intro to workflow blocks to learn more.
How Find Connected Item Works
The Find Connected Item Action Block takes automation a step further. When items are linked using Connect Board Columns, this block makes keeping them up-to-date a breeze. It allows workflows to identify a connected item automatically and sync updates dynamically, which is a major leap from the manual syncing most users are used to.
For example, if you update a client status in one board, you don’t need to mirror the change on another connected board manually. The workflow takes care of the back-and-forth updates for you and ensures all linked items are “in sync.” Think of it as a virtual assistant that eliminates human error and keeps your boards speaking the same language.
Again, as with the Find Item Action Block above, the key to making this Action Block work well for you is likely going to come down to having a matching unique identifier in the Boards containing the Items you want to keep in sync. It’s also important to point out that at this point the Workflow is limited to finding and matching only one Item – either the last Item created that matches your criteria, or the last Item updated that matches your criteria. This is a crucial limitation and one that, at this point, hamstrings the versatility of this Action Block in terms of keeping multiple connected Items in sync. However, this Action Block is brand new and I am hopeful we will see improvements and expanded functionality in the near future that will make it much more versatile and effective at keeping connected Items in sync.
Curious about all the functionality Monday Workflows has to offer? Explore their features and capabilities to streamline your work.
Automation That Bridges the Gap
These Action Blocks aren’t the anwer (yet) to syncing connected items in Monday CRM. But they are a start and they show that (a) syncing connected Items in Monday is now possible – somewhat, and (b) the team at Monday is working on making it possible to sync connected Items in new ways and I think we can expect to see big developments on this front in the near future within Monday Workflows.
Until now, only limited syncing options were available—like mapping the status of one connected item—but dynamic updates across multiple boards were a pipe dream. The introduction of these tools changes the game entirely.
Here’s what you can achieve with these advanced automation features:
- Accurate Data Syncing: When one item’s column updates, linked columns in other boards automatically reflect those changes.
- Elimination of Manual Efforts: Say goodbye to time-intensive updates across multiple boards—your workflows handle this in seconds.
- Fewer Errors: Workflows take over repetitive tasks, reducing the risk of human mistakes.
By bridging this gap, the “Find Matching Item” and “Find Connected Item” Action Blocks enhance productivity and ensure your entire team works with the most accurate, up-to-date information. Ready to maximize your potential? Start with Monday Workflows by exploring this guide to getting started with Monday workflows.
These features are already transforming how organizations sync items in Monday CRM, offering a glimpse of what truly connected workflows look like. Stop battling gaps in data and manual inefficiencies—let these tools handle the heavy lifting for you.
Step-by-Step Demo: Keeping Items In Sync
Keeping items in sync in Monday CRM has been notoriously challenging—until now. With the introduction of advanced features like Monday Workflows and dynamic action blocks, syncing data across boards is no longer a headache. If your team struggles with manual updates or outdated information, these tools can help streamline your processes and keep everything running smoothly.
These workflows aren’t just smart—they’re adaptable. Let’s walk through how to set up these automation features step-by-step, followed by some optimization tips to ensure everything runs perfectly.
Setting Up Your Automation Workflow
Creating an automated workflow requires clarity and precise setup. Here’s a breakdown of the key steps to configure automation in Monday CRM using the action blocks:
- Identify Connected Items
Before setting up the workflow, ensure you understand which items need to stay in sync. Look for connected items across boards, such as client details in one board and task statuses in another. - Use the ‘Find Matching Item’ Action Block
This block lets you search for a matching item dynamically. First, specify which board and column it should search. Then, define whether it should locate the last created item or the latest one updated. For instance, you can configure it to fetch the most recently updated deal in your sales pipeline. - Activate the ‘Find Connected Item’ Action Block
This block is game-changing. Identify the connecting column (like Client Name or Project ID) and select respective boards that should sync updates. It ensures any change in an item automatically cascades to all connected items. - Map Columns for Sync
In the workflow, set the rules for data synchronization. For example, updates to the “Status” column on one board should reflect in the “Progress” column of another.
By following these simple steps, you can minimize errors while maximizing efficiency. If you’d like a tutorial to get started with item syncing, check out this guide on item synchronization.
Best Practices for Optimization
The success of any automation often depends on how well it’s set up. Here are some best practices to make sure your workflows run efficiently:
- Start on a Test Board
Nobody wants to disrupt critical operations while experimenting. Begin with a test board to refine your configurations without affecting real data. - Define Clear Criteria
Ensure the columns and values used to determine matches are well-defined. Ambiguity in criteria could result in incorrect or “missed” matches during automation runs. - Avoid Overcomplication
Automations are powerful, but overloading a workflow can slow it down. Use only the necessary action blocks and consider breaking complex tasks into separate automations. - Review Data Flow Regularly
Periodically verify that synced items are updating correctly. Adjust criteria as needed, especially if boards or workflows change over time.
For users frustrated by Monday’s previous limitations, these new capabilities represent a long-overdue improvement. However, like all technology, they’re most effective when handled thoughtfully. For more tips on optimizing workflows, you can find other users’ discussions and feedback in the community feature request thread.
By taking the time to understand and fine-tune these workflows, you ensure your team works smarter, not harder, with accurate, real-time updates across connected boards.
Why This Automation is a Game-Changer for CRM Users
Automation can revolutionize how teams handle CRM processes, particularly for those who rely on tools like Monday CRM. The newfound ability to sync items dynamically across boards offers businesses a way to resolve one of Monday.com’s biggest pain points. Imagine never worrying about manual updates to connected items again—that’s the type of efficiency this automation delivers. Here’s a closer look at why this is transformative for CRM users.
Improved Collaboration Across Teams
Consistency is critical when dealing with shared data. With synced items in Monday CRM, real-time updates ensure all teams stay on the same page. Instead of relying on outdated or conflicting information, team members can make decisions based on the most accurate, current data.
Think of it like a group project—everyone needs to reference the same blueprint to ensure their parts of the puzzle fit together seamlessly. When sync updates are automated, it removes the uncertainty of whether someone is working with reliable information. Here’s how it helps:
- Accurate Data, Always: Synced items prevent outdated data from causing misunderstandings or delays.
- Real-Time Adjustments: As changes occur, updates ripple across boards instantly.
- Stronger Collaboration: When everyone works from a single source of truth, cross-team communication improves.
As a result, adopting automation in CRM workflows fosters better teamwork and smoother project execution. For deeper insights into automation benefits, check out this guide on CRM automation.
Reduced Errors and Increased Efficiency
Manually syncing changes across CRM boards is not only time-consuming but also prone to errors. Simple mistakes like forgetting to update a critical piece of information can cause ripple effects that derail entire projects. Automation fixes this by eliminating repetitive tasks and ensuring accuracy at every step.
Consider how removing manual steps can save not just time but also stress. Automation in Monday Workflows uses tools like the “Find Connected Item” action block, transforming outdated processes into streamlined workflows:
- Fewer Errors: By automating updates, human errors—like input mistakes or forgotten changes—become a thing of the past.
- Time Savings: Reallocating hours wasted on manual updates lets your team focus on high-value tasks.
- Efficiency Boosts: Automation optimizes performance across your boards, creating smoother workflows.
In essence, automating sync in Monday CRM turns an everyday challenge into an effortless solution. For a better grasp of how automation can drive results, explore this article about CRM process automation.
By addressing collaboration inefficiencies and streamlining team workflows, Monday.com’s advanced automation tools show why synced items can change the game.
Conclusion
Syncing items in Monday CRM is no longer the uphill battle it once was. With the advanced capabilities provided by Monday Workflows, especially the “Find Matching Item” and “Find Connected Item” Action Blocks, manual updates and out-of-date data are now problems of the past. These tools simplify complexity, making item synchronization automatic and reliable.
Enterprise users have a real opportunity to transform how they manage tasks, align teams, and maintain data integrity. If you’re on the Enterprise Plan, take full advantage of these features not just in Monday CRM but across all Monday.com products. They unlock a world of dynamic possibilities and efficient workflows.
So, why wait? Dive into Monday Workflows and experience the difference automation can make in keeping your connected items perfectly in sync.