monday.com Subitem Rollup and Parent Status

Overview

This flow keeps monday.com parent items accurate to their subitems. When a subitem changes, monday.com fires a webhook to the flow, which reads all sibling subitems, recomputes the parent's status (Done when all subitems are done, At Risk if any is blocked/stuck, otherwise In Progress) and a progress percentage, writes both back onto the parent item, and notifies the owner via Microsoft Teams and Outlook email.

Why it matters: Parent items drift out of sync with their subitems, misleading status views. Automatic rollup keeps the board honest with zero manual upkeep.

Solution: FlowLibs - monday.com Subitem Rollup and Parent Status. Flow ID: CF-654. State: Off (demo). Built 2026-06-10.

Build Note — Trigger Adaptation: The monday.com connector (shared_mondaycom) is the MCP-invoke connector — it exposes no native trigger (and no traditional CRUD actions), only InvokeMondayMCP. The brief's conceptual When_subitem_changes trigger does not exist as a connector trigger. This flow adapts using a built-in Request (HTTP webhook) trigger plus monday.com's challenge handshake: monday.com is pointed at the flow's trigger URL and POSTs an event on every subitem change. To go live: turn the flow On and copy its HTTP POST URL; in monday.com create a webhook on the subitems board for the change_column_value event (the flow echoes the one-time challenge automatically); authorize the three connections and set the eight env var values.

Use Case

A team using monday.com subitems wants each parent item's status and progress to reflect its subitems' completion automatically — without anyone re-checking the parent by hand whenever a subitem moves.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
monday.com	shared_mondaycom	InvokeMondayMCP
Microsoft Teams	shared_teams	PostMessageToConversation
Office 365 Outlook	shared_office365	SendEmailV2

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

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.

Weighted progress

Instead of a simple done/total ratio, weight subitems by an effort/size column read alongside the status column in Get Sibling Subitems.

Date rollup

Add a change_simple_column_value for the parent due date set to the latest subitem due date.

Blocked propagation

Surface the names of blocked subitems in the Teams/email notification by composing them from Parse Subitems.

Label mapping

If your board uses different labels, change the Initialize *Label variables; no flow-logic edits needed.

Notification routing

Drive flowlibs_OwnerEmail from the parent item's owner (read it in the GraphQL query) for true per-item routing.

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.

@coalesce(json(coalesce(body('Get_Sibling_Subitems')?['result']?['content']?[0]?['text'],'{}'))?['data']?['items']?[0]?['subitems'], json('[]'))

@length(filter(outputs('Parse_Subitems'), equals(toLower(coalesce(first(item()?['column_values'])?['text'],'')), toLower(variables('varDoneLabel')))))

@if(equals(outputs('Count_Total_Subitems'),0), variables('varInProgressLabel'), if(greater(outputs('Count_Blocked_Subitems'),0), variables('varAtRiskLabel'), if(equals(outputs('Count_Done_Subitems'),outputs('Count_Total_Subitems')), variables('varDoneLabel'), variables('varInProgressLabel'))))

@string(if(equals(outputs('Count_Total_Subitems'),0), 0, div(mul(outputs('Count_Done_Subitems'),100), outputs('Count_Total_Subitems'))))

query { items(ids: [<parentId>]) { id name subitems { id name column_values(ids: ["<subitemStatusCol>"]) { id text value } } } }

mutation { s: change_simple_column_value(item_id: <parentId>, board_id: <boardId>, column_id: "<statusCol>", value: "<status>") { id } p: change_simple_column_value(item_id: <parentId>, board_id: <boardId>, column_id: "<progressCol>", value: "<percent>") { id } }

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