monday.com Board Item Status Automation

Overview

monday.com Board Item Status Automation bridges monday.com work management into Microsoft 365. It is a two-flow solution backed by a Dataverse mirror table: - A status-sync flow polls a monday.com board every 15 minutes, detects status changes, mirrors each change into Dataverse, notifies the item owner in Teams, and escalates *Stuck-without-owner* items to the board lead by email. - A weekly rollup flow emails a per-board *completed vs. stuck* digest every Monday morning. Why it matters: Teams that execute on monday.com still need their data and alerts inside the Microsoft estate. This keeps a governed Dataverse mirror for cross-tool reporting and surfaces status changes in Teams/email automatically — so nothing stalls unowned.

Use Case

A delivery team runs execution on monday.com but reports and collaborates in Microsoft 365. They want status changes surfaced in Teams, stuck-without-owner items escalated, and a weekly progress digest — automatically, without anyone watching the board.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
monday.com	shared_mondaycom	InvokeMondayMCP
Microsoft Dataverse	shared_commondataserviceforapps	ListRecords CreateRecord UpdateRecord
Microsoft Teams	shared_teams	PostMessageToConversation
Office 365 Outlook	shared_office365

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Cross-board

Loop multiple board IDs for a portfolio-wide rollup (store a comma list and split it).

Status routing

Extend Condition Status Changed into a Switch on a status->action map to drive different actions per status (e.g. invoice on Done, escalate on Stuck).

SLA timers

Alert when an item sits in a status (e.g. In Progress) beyond a configurable age.

Two-way sync

Add a monday change_simple_column_value write-back so Dataverse/Power Apps updates flow back to the board.

Poll cadence

Tune the 15-minute recurrence to balance freshness vs. API volume.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

concat('query { boards(ids: [', variables('varBoardId'), ']) { items_page(limit: 100) { items { id name statuscol: column_values(ids: ["', variables('varStatusColumn'), '"]) { text } ownercol: column_values(ids: ["', variables('varOwnerColumn'), '"]) { text } } } } }')

coalesce(outputs('Initialize_Monday_Session')?['headers']?['Mcp-Session-Id'],'')

coalesce(json(coalesce(body('Query_Monday_Board')?['result']?['content']?[0]?['text'],'{}'))?['data']?['boards']?[0]?['items_page']?['items'], json('[]'))

not(equals(outputs('Compose_Stored_Status'), outputs('Compose_Item_Status')))

and(equals(toLower(outputs('Compose_Item_Status')), toLower(variables('varStuckLabel'))), empty(outputs('Compose_Item_Owner')))

length(body('Filter_Done_Items')) / length(body('Filter_Stuck_Items'))

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