When a new order comes in, you can automatically create a detailed item in Monday.com to track its progress. This guide walks you through mapping order, client, and property fields to a Monday.com board, and includes a custom script for handling advanced column formatting.

Automation Workflow

Here is a high-level look at how order data flows into Monday.com:

flowchart TD
    A["New Order Received"] --> B["Extract Order Data"]
    B --> C["Create Monday.com Item"]
    C --> D["Run Custom Script (Clear/Format Columns)"]
    D --> E["Item Ready for Processing"]

Mapping Order Data

When configuring your automation to create a new item, you will need to map the incoming order data to the specific column types in your Monday.com board.

Common Field Mappings

To ensure your board stays organized, map your incoming data to the appropriate Monday.com column types:

Creating the Item

Follow these steps to set up your order-to-item pipeline:

1. 1

   Set up your trigger

   Connect your order intake system (e.g., a form, CRM, or e-commerce platform) to your automation tool to trigger when a new order is submitted.

2. 2

   Configure the Monday.com action

   Select the action to Create Item in Monday.com. You will need your target board_id (e.g., 7932413985) and the specific group_id where the new orders should land.

3. 3

   Map your fields

   Using the table above as a reference, link the incoming order variables to your Monday.com columns.

4. 4

   Add custom formatting (Optional)

   If you need to clear specific columns (like default file or photo columns) upon creation, add a custom code step immediately after the item is created. See the script below for an example.

Advanced: Clearing Columns with Custom Code

Sometimes, you may need to programmatically clear a column (such as a file or photo column) right after an item is created to ensure it's ready for the next stage of your workflow.

You can use a Python code step in your automation tool to execute a Monday.com GraphQL mutation that resets the column value.

Python Script Example

Pass the item_id, board_id, column_id, and your api_token into the script as input variables.

import requests
import json

# Input variables from your automation tool
item_id = input_data['item_id']
board_id = input_data['board_id']
column_id = input_data['column_id']
api_token = input_data['api_token']

# Monday.com API endpoint
url = "https://api.monday.com/v2"

# Headers
headers = {
    "Authorization": api_token,
    "Content-Type": "application/json"
}

# GraphQL mutation to clear the column (sending an empty JSON object)
query = '''
mutation {
  change_column_value (
    board_id: %s,
    item_id: %s,
    column_id: "%s",
    value: "{}"
  ) {
    id
  }
}
''' % (board_id, item_id, column_id)

# Make the request
payload = {"query": query}
response = requests.post(url, headers=headers, json=payload)

# Return the response for the next step in your automation
output = {
    'status': response.status_code,
    'response': response.json()
}

Frequently Asked Questions