Programs and Projects in Monday.com

Adding a new project and associated tasks

Project and program management

Go to the CRM workspace. (This is used for both outreach and project management.)

Use the Programs board to track projects and programs.

Tasks are connected to projects. To add a task related to a program or task, go to the row for that program in the Programs board, and fill in the "Task Name", "Task Owner", "Task Due" fields, and then click "Add Task". This runs an automation to add the task to the Task board and link it back to the right Project.

View your tasks in the Tasks board. Don't make new tasks directly in the Tasks board, but rather, use the aforementioned method starting from the Programs board.

When you create a new program, an automation is run (via a "webhook") that allows you to update and assign a standard set of tasks.

Adding a new project and associated tasks

To add a new project, you can click in the "+ Add project" box under "Active Programs".

You will get a pop-up window; fill out the information about this new project.

Then, open the project page.

Go to the Updates tab underneath the name of the program. There you will see an update that begins "Program task setup ready for review"; follow that link.

You will be taken to a page with multiple tasks.

Any task with a checkmark in the "Inc" column will be created as a Monday.com task linked to the program. You can check or uncheck the "Inc" boxes individually, or select several rows at once using the select options and then clicking "Check Inc" or "Uncheck Inc".

You can change the due dates and assignees.

When you are ready, click on the green "Confirm & create tasks" button at the bottom; it will take a little time to create the tasks.

Changing the default tasks

The list of default tasks, and the list of people and their roles and Monday.com access information, can be edited at these URLs:

You need a key (password) to be able to make these changes - Barb and Izzy know that key. (Hint: _____, let's get all the fun)

Screenshot of the page to edit the Monday.com users who are assigned tasks

Screenshot of the page to edit the Monday.com default tasks

Developer Information

The code to manage the webhook and tasks is a private github repo, https://github.com/bidwbb/monday. How it works: this is a service that listens for new items in a Monday.com board, and (after human review) creates the tasks on a Tasks board with assignees, due dates, and links back to the Program item.

Monday.com automation posts a webhook to /webhook when a new item is created in the Programs board's "Active Programs" group.
The service extracts the program name and start date, calculates due dates for the default set of tasks, assigns a default person, and stores the pending task list.
The service posts an update to Monday.com in the Program item with the link to review the proposed tasks. The Monday user who created the program gets notified in their Monday inbox.
The human reviewer opens the link and reviews and edits the ttasks, then clicks "Confirm & Create Tasks".
The service creates the tasks.

Report abuse