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 Pre-fill from monday.com bot to automatically fill out your documents with information from your monday.com boards, saving time and reducing mistakes.
Use case: When finalizing sales deals in monday.com, use the bot to populate Purchase requests with the customer's information and deal details. This ensures that sales representatives can quickly generate accurate documents based on the imported information, improving efficiency and customer service.
How to set up
To add the bot:
1. To the step:
Click Add bot on the needed step.
2. To the diagram, beyond a specific step:
Click the plus (+) icon next to the step or element where you want to add the bot.
3. Choose Bot and search for the Pre-fill from monday.com bot.
4. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The moment of the bot's activation depends on its placement in the flow:
If the bot is added after a step or any other element, it will run once that element finishes its job.
If within the step, the bot will run based on the trigger you specify. Choose the trigger type most relevant to your case:
According to this, select the bot's trigger type that will be most relevant to your case:
Trigger type | Description |
Step started | The bot activates when you start the workflow |
Document opened | The bot activates when signers start filling out the documents or switch between them. |
Field changed | Use for cases where a response or action is needed immediately after a user enters or updates information in the specific field. Select the document and the field that the bot should pay attention to complete the setup. |
Document completed | The bot activates once the signer completes a document you specify in the trigger settings. |
Next, select the trigger document from the dropdown (1) and click Continue (2) to proceed to the next section.
Connection settings
In Source, 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.
Next, select your monday.com board (1) to pre-fill from. Click Continue (2) to proceed to the next section.
Lookup
In Find record, tell the bot how to identify the record you want to pre-fill from.
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
|
Signer data | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Enter your text | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
|
Input parameter | This option uses the predifined workflow parameters to find a corresponding record in the object. |
In Document field value, select a record field and link it with the matching document field.
In Signer data, select the signer’s email, first, or last name to match the respective record field.
In Text input, enter your custom value matching a record field.
To narrow the search, you can add several lookups. To do this, click Add match and repeat the process.
Note: When setting a lookup, make sure to put your trigger to Field value changes and indicate which field.
Click Continue 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.
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.