Automations Guide

Overview

WhatsBoard integrates directly with monday.com's automation system. You can create recipes that automatically send WhatsApp messages when events happen on your board, or trigger monday.com actions when WhatsApp messages are received.

Automation Triggers

Triggers fire when something happens in WhatsApp, allowing you to react in monday.com.

When a Text Message is Received

Fires when a contact sends a text message to your WhatsApp.

Output fields available:

Use cases:

• Change item status to "New Message" when a client replies
• Assign a team member when a new conversation starts
• Move items between groups based on message keywords

When a Media Message is Received

Fires when a contact sends an image, video, document, or audio message.

Output fields available:

Use cases:

• Upload received documents to a file column
• Notify the team when a client sends a photo or receipt
• Log media messages in an activity feed

Automation Actions

Actions are tasks WhatsBoard performs when a recipe is triggered.

Send Text Message

Send a custom WhatsApp message to the contact linked to an item.

Configuration:

1. The item must have a Phone column with a valid number
2. Write the message content in the action config
3. The message is sent to the contact immediately when triggered

Example recipe:

When Status changes to Shipped → Send WhatsApp message: "Your order has been shipped! Track it here: link"

Send Template Message

Send a pre-built template with variables auto-populated from the item's column values.

Configuration:

1. Select the WhatsApp connection to use
2. Choose a template from the dropdown (populated from your saved templates)
3. Variables like {{Name}}, {{Order ID}} are automatically filled from the item

Example recipe:

When Date arrives → Send Template Message: "Appointment Reminder" to the contact

Parse Chat Info (AI-Powered)

Use AI to analyze a WhatsApp conversation and extract structured data.

Configuration:

1. Provide a context prompt describing what to extract
2. The AI reads the full chat history (up to 1,000 messages)
3. Returns structured JSON data that can populate board columns

Example context prompts:

Extract the customer's name, issue description, and urgency level (low/medium/high)

Summarize the conversation and identify the next action item

Determine if the customer is interested in purchasing and list the products mentioned

How it works:

• Uses GPT-4o for intelligent extraction
• Chat history is cached for 7 days (last 50 messages) for efficient processing
• Results are returned as structured JSON matching your context description

Setting Up an Automation

Step-by-Step

1. Go to your board and click Automations in the top menu
2. Click Add Automation (or Create custom automation)
3. Choose a trigger:
   • Pick from monday.com's built-in triggers (status change, date arrival, column change, etc.)
   • Or pick a WhatsBoard trigger (text message received, media message received)
4. Choose an action:
   • Select WhatsBoard as the app
   • Pick the action: Send Text Message, Send Template Message, or Parse Chat Info
5. Configure the action:
   • Select the WhatsApp connection
   • Write the message or select a template
   • Map any required fields
6. Click Save

Example Recipes

Customer Follow-Up:

When Status changes to Waiting for Reply for more than 3 days → Send Template Message: "Gentle Follow-Up"

New Lead Notification:

When Item is created → Send WhatsApp message: "Welcome! We received your inquiry and will get back to you shortly."

Appointment Reminder:

When Date column arrives → Send Template Message: "Appointment Reminder"

Auto-Triage with AI:

When Text message received → Parse Chat Info with context: "Classify the inquiry as Sales, Support, or Billing" → Update Category column

Media Receipt:

When Media message received → Change Status to "Document Received"

Dynamic Fields

When configuring WhatsBoard actions in automations, some fields are dynamically populated:

Template Selection

The template dropdown shows all templates associated with your board and connection. If you don't see a template:

• Verify it was created for the correct board
• Check that the connection is active

Group Selection

For actions targeting groups, the group dropdown lists available WhatsApp groups associated with your connection.

Text Message Mapping

When using the text message received trigger, you can map these output fields to other automation steps:

• textMessage — the message content
• senderName — who sent it
• senderPhoneNumber — their number

Automation Dashboard

Monitor your automation performance from the Automation Stats tab.

Key Metrics

Daily Analytics Chart

A trend chart showing:

• Number of automation runs per day
• Time savings over time

Use this to identify:

• Peak messaging times
• Automation reliability trends
• Opportunities to add more automations

Troubleshooting Automations

Best Practices

• Start simple — begin with straightforward recipes (status change → send message) before adding AI
• Test thoroughly — use a test item and verify messages before enabling automations on live data
• Monitor the dashboard — regularly check automation stats to catch failures early
• Use templates over inline text — templates are easier to update across multiple automations
• Be mindful of volume — avoid creating automations that could send excessive messages (WhatsApp may rate-limit)
• Combine triggers wisely — pair WhatsApp triggers with monday.com actions (and vice versa) for powerful workflows