Home | About | Contact

Adding an Item to multiple boards?

I’ve seen this question asked before, but the solutions often involved expensive apps and were somewhat outdated, so I’m hoping things have changed. We need to store volunteer records, mainly signed policies and a few other documents (nothing sensitive). Each volunteer has their own board, with items representing the policies or documents they’ve signed, making it easy to track what’s complete and what’s missing. We have around 50 volunteers and several dozen policies, so separate boards help keep things manageable and let volunteers view their own boards. The main challenge is when new policies are added—new volunteers are easy to handle with templates, but I need a way to add new policy items to all existing boards. Ideally, each policy item remains independent so that one volunteer’s update doesn’t affect others. Any ideas or suggestions would be greatly appreciated!

Answers

Participating Frequently· 2 years ago
You could do it with automations, but you'd need to create or duplicate the automation 50 times. Alternatively, a third-party tool like make.com or Zapier could make it easier. Is there a specific reason to keep volunteers on their own boards, or could you use a master board with filters to break it down by volunteer?
AuthorMember· 1 year ago
Thank you for the response and info. It does not specifically have to be one board per volunteer. When thinking it over, I wanted to find a way that was somewhat organized. These numbers aren't accurate but close, and I'm simplifying it. Let's say we have 50 volunteers and a total of 50 policies that need to be signed. That comes out to 2500 total documents that need to be tied to each volunteer. I'd need a status column that shows whether signed or not signed. I did read that it's possible to integrate BoldSign (which we use) into Monday.com, but I am not familiar with that process.
New Contributor· 8 months ago
Since it doesn't have to be one board per volunteer, that makes things a lot easier. BoldSign doesn't have a native integration, but I'm sure it could be done with make.com, or you could look at other systems that do have integrations (e.g., DocuGen). Alternatively, once signed, the policy could be manually added to the board. Let me think on this one for you and I'll come back here and post later today :)
AuthorNew Contributor· 8 months ago
The more I thought about it, one board will likely work better. It will be long and wide, but it will be much easier to add a person or add a policy. All volunteers would be listed in the main column and then policies listed in the subsequent columns. So, there would be a column for a policy with a status. I could add an upload to attach the signed PDF with that volunteer's record in the policy column and then filter that out. It will make things much easier to see who has signed what and what still needs to be signed. I tend to do this, but I overcomplicated things in my initial thought process.