This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Use the Export to monday.com bot to automatically add new records to monday.com when your documents are completed.
Use case: You need to collect data from Purchase orders to keep and process your customers' data in monday.com boards.
How to set up
To add the bot:
1. Click the plus (+) icon to open the action menu.
2. Choose Bot and search for the Export fields to monday.com bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. You can only place the bot after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Connection settings
In Destination, connect the bot to your monday.com organization by clicking the Connect button.
After that, a pop-up will appear requesting an API token from you, which you have to copy from your monday.com organization. To find it, click your profile icon (1) and select Developers from the dropdown.
Next, go to the My access tokens tab and click Show in the access token field. A Copy button will then appear—click on it to copy the token.
Paste the copied token into the pop-up field (1) and click Select (2).
Use the three dots menu to disconnect or switch accounts.
In the Select base object field, select the board (1) where you want to create new records. Click Continue (2) to proceed to the next section.
Mapping
In Data mapping, connect your monday.com fields to document fields. This tells the bot how to transfer the respective information correctly.
Click Map fields to open the modal window. Drag and drop the record fields onto the document fields. Use a search bar to locate the needed record field faster.
Blue highlights show which fields you can map. The names of the mapped fields are displayed on the canvas so you can see where the data will go.
The mapped record fields will be marked with an icon on the side panel. To cancel mapping:
Hover over the connected field name and click on the Unmap icon.
Hover over the needed field on the document and click on the Unmap icon.
Click Unmap all to unmap all fields at once.
Once you’ve finished the mapping, click Continue to proceed to the next section.
Testing
In the Test section, click Test to simulate the bot's performance. Input data matching search criteria for pre-filling—in our example, the requester’s name. A success message confirms proper configuration. Any errors will be displayed as an error message.
You will also find a new record created in your monday.com board.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.