Templated document generation

It’s “mail merge” for monday.com boards and items – builds documents based on your monday.com data.

The templated document generation automations allow users to generate Word documents from templates, pull data from your monday.com boards and save the generated documents within SharePoint.

These automations allow you to generate all your professional documents, invoices, quotes, legal agreements or any other type of file from your own templates.

These automations are called by the following triggers

1. When an item status is changed to a particular value.

2. When a button is pressed.

Key features

• Generate Word documents on status change or button click

• Use your own custom templates with your own branding, stored on SharePoint Online

• Populates data from items and subitems

• Store the generated documents within your company SharePoint folder displayed in the item view

Prerequisites

1. The configured folder for the item must have been created by either of the following automations:

   • Simple folder generation

   • Templated folder generation

2. Prepare your Word templates containing tags which match your monday.com board structure

   1. Tags in the template should match the name of the respective column in the monday.com board e.g. a column named “Request Date” should be described with a tag of {Request Date} in the Word template. Column names are case sensitive.

   2. The Item name column is unique in that it can be labelled with different names (e.g. Item, Project, Contact, etc) in monday.com, but it should always be reference as {Item.Name} in the Word template.

   3. Subitems can be added as lists or table rows see the example templates below for further details of how to achieve this, but basically they can be listed using:

      CODE

      {#Subitems}{Item.Name} {Column Name}{/Subitems} 

   4. Numeric columns in Subitems are conveniently totalled up for use in table footers

      1. If the Subitems contain a numeric column named “Price”, add {SubitemsTotals.Price} as the total at the bottom of the table.

   5. All tag names are case-sensitive, so ensure that they exactly match the column names

   6. For a column of type People, named Owner, the following tags are available (where each is a comma separated list of values, when there are multiple people displayed in the column):

      • {Owner} – normally displays the name(s) of the people in the column

      • {Owner.IDs}

      • {Owner.Names}

      • {Owner.Emails}

      • {Owner.PhoneNumbers}

   7. For a column of type Link, named Website, the following tags are available:

      • {Website} – normally displays the text and the URL

      • {Website.URL}

      • {Website.text}

   8. For a column of type Date, named Start Date, the following tags are available:

      • {Start Date} – the date as displayed in the column

      • {Start Date.UTC} the date/time at Coordinated Universal Time (UTC)

      • {Start Date.language} the language of the current user

      • {Start Date.time_zone_identifier} the time zone of the current user

      • {Start Date.local} – the date/time of the column in the local timezone for the current user

      • {Start Date.local_format} – the date/time of the column in the local timezone and format for the current user e.g. “11 September 2024” or “September 9, 2024 at 08:00”

      • {Start Date.time_zone_identifier} the time zone of the current user

   9. As well as data for items and subitems, you can access the following:

      1. Board specific items can be accessed using:

         • {Board.ID}

         • {Board.Name}

         • {Board.URL}

      2. Item specific data can be access using:

         • {Item.ID}

         • {Item.Name}

         • {Item.URL}

      3. Account specific data can be access using:

         • {monday.Account.ID}

         • {monday.Account.Name} e.g. Your Team Name

         • {monday.Account.Slug} e.g. your-team-name

         • {monday.Account.URL} e.g. https://your-team-name.monday.com

      4. User specific data can be access using:

         • {monday.User.ID}

         • {monday.User.Name}

         • {monday.User.Email}

         • {monday.User.Phone}

         • {monday.User.ProfileURL}

3. Store your document templates using a unique and easy to remember name in a SharePoint site.

Example templates

All templates are created as examples for users to learn from.

Any example legal document is used at your own risk.

• Invoice

• Travel expenses

• Simple letter

• Non-disclosure agreement

Included automations

• Create document on button press

• Create document on status change

Benefits over alternative document generators

There are other document generators available in the monday.com marketplace

• Store all generated documents in SharePoint Online

  • allowing you to view the document history for any changes and dates of changes

  • keep all your project documents together in a single repository

• Different buttons or status changes can create documents from different templates