Monday.com workflows
Start a Monday.com workflow from a WhatsApp message, or send an approved WhatsApp template from a board workflow.
WhatsAble adds one trigger and one action to Monday.com workflows. On a board, click + and create a workflow. Search for WhatsAble, then choose Send WhatsApp Message or When a WhatsApp message is received or sent.
The trigger fires only for a number that has Start workflows for this number turned on in WhatsAble. That switch is separate from sync. See Connect.
Trigger: When a WhatsApp message is received or sent
The trigger starts a workflow when a WhatsApp message is received or sent on the number you pick. It fires for new and existing contacts, including messages your team, the AI agent, a broadcast or the API sent.
| Field | Options |
|---|---|
| WhatsApp number | All, or one WhatsAble number |
| Message direction | Inbound messages, Outbound messages or Both messages |
All matches any number that already has Start workflows for this number on. Both messages matches inbound and outbound.
Fields the trigger passes on
Later steps can read these fields. The send action returns the same fields for the template it sent. On the trigger, they describe the message that started the workflow. On the action, they describe the template that was just sent: direction is outbound, sent via is the API, and the message type is template.
A scheduled send has not gone out yet, so the action returns no fields for the next step to read. An immediate send returns them.
| Field | What it holds |
|---|---|
| Direction | Inbound or outbound |
| Message text | The message text. A voice note shows its transcript, prefixed with [audio transcript] |
| Last message sent by the business | The text of the last message from your business |
| Last message sent by the contact | The text of the last message from the contact |
| Message type | For example text, image or audio |
| Sent at | The time of the message, in ISO 8601 |
| Sent via | For a sent message, the source: the inbox, the AI agent, a broadcast or the API |
| Sender name | The contact's name, phone or username. A message from your business is "You", or "You (name)" |
| Author name | The teammate who sent the message |
| Contact name | The contact's name |
| Contact phone number | The contact's phone number, digits only |
| WhatsApp username | The contact's WhatsApp username |
| Contact labels | The contact's labels, separated by commas |
| Contact note | The contact's note |
| WhatsApp Business number | The WhatsAble number |
| WhatsApp Business name | That number's name |
| Conversation paragraph | The last 15 messages of the conversation, as JSON text |
| Attachment file name, type and URL | The attached file, when there is one |
The attachment URL works for one hour. Copy the file in the workflow if a later step still needs it.
Action: Send WhatsApp Message
The action sends one approved template to one contact. In the workflow, it is WhatsAble → Send WhatsApp Message.
| Field | Required | What it does |
|---|---|---|
| WhatsApp number | Yes | The WhatsAble number that sends the template |
| Template | Yes | An approved template of that number. A template waiting for review is not in the list |
| Template variables | When the template has variables | The values, mapped from the item or from an earlier step. For example, body variable 1 mapped to the item's name |
| Recipient contact number | Yes | The contact's phone number. Map it to the board's phone column, or to the contact phone from the trigger |
| Labels | No | Labels to add to the contact in WhatsAble. Only labels that already exist |
| Create new labels and assign | No | Creates a label that does not exist yet, and assigns it |
| Note | No | Sets the contact's note in WhatsAble |
| Automation note | No | Sets the contact's automation note |
| Schedule time | No | When the template goes out. With no time, it goes out at once |
| Schedule condition: Send only if | No | Hold the send until one of the reply conditions below is still true. Empty means no reply check |
| Schedule condition: Only if labels match | No | Has any of or Has none of the labels you select. Those labels are not added to the contact |
Schedule time
| Choice | When the template sends |
|---|---|
| In an hour | One hour after the workflow runs |
| This evening | 18:00 in the Monday.com account timezone. If that time has passed, the next day |
| Tomorrow morning | 09:00 the next day, in that timezone |
| Monday morning | 09:00 on Monday, in that timezone. If that morning has passed, the next Monday |
| Relative Time - Minutes | A whole number of minutes from the moment the workflow runs. Example: 30 |
| Relative Time - Hours | A whole number of hours from that moment. Example: 2 |
| Relative Time - Days | A whole number of days from that moment. Example: 3 |
| Another time | The date you pick |
A relative row accepts a whole number from 1 to 10000 and nothing else. The four clock times and Another time are worked out again when the workflow runs, in the Monday.com account timezone.
Send only if
| Choice | The template sends only if |
|---|---|
| No reply condition | Always. This is the same as leaving the field empty |
| No reply within 20 minutes | The contact has not replied in the last 20 minutes |
| No reply within 45 minutes | The contact has not replied in the last 45 minutes |
| No reply within 3 hours | The contact has not replied in the last 3 hours |
| No reply within 6 hours | The contact has not replied in the last 6 hours |
| No reply within 12 hours | The contact has not replied in the last 12 hours |
| No reply within 24 hours | The contact has not replied in the last 24 hours |
| No reply within 48 hours | The contact has not replied in the last 48 hours |
| No reply within 72 hours | The contact has not replied in the last 72 hours |
| No reply since last message | The contact has not replied since your business last sent a message |
| Never replied to any message | The contact has never replied |
Examples
Tell the customer when a status changes
When an item's status changes, the contact gets an approved template.
Add the trigger
In Workflow Builder, create a workflow. Add Monday.com's trigger When status changes to something, on your status column and the status that should send, for example Done.
Add the WhatsAble action
Add Send WhatsApp Message. Choose the number and the template. Map the recipient to the phone column, and each template variable to a column.
Publish
Click Publish. Moving an item to that status sends the template.
Use one workflow for each status, so each status can send a different template.
Follow up the next morning
After your business sends a message, send a template the next morning only if the contact did not reply.
Add the trigger
Add When a WhatsApp message is received or sent. Choose the number and Outbound messages.
Add the action
Add Send WhatsApp Message. Map the recipient to the contact phone from the trigger. Set the schedule time to Tomorrow morning, and Send only if to a reply condition such as no reply since the last message.
Publish
Click Publish.
Run a Monday.com step for every message
Add the trigger with Both messages, then add Monday.com steps that read Message text and Contact phone number.
You do not need a workflow to copy messages onto the board. Board sync already writes each message.
Create an item from an incoming message
Add the trigger
Add When a WhatsApp message is received or sent. Choose All or one number, and Inbound messages.
Create the item
Add Monday.com's Create item. Map Contact name to the item name, Contact phone number to the phone column, Message text to a text column, and Message timestamp to a date column.
Publish
Click Publish. A new WhatsApp message creates the item. Outbound messages or Both messages tracks the other side of the conversation the same way.
Sidekick
Monday.com Sidekick can run this same Send WhatsApp Message action from a sentence. It fills the fields and sends or schedules. It cannot change sync settings, open the item chat, or fire When a WhatsApp message is received or sent.
It can send an approved template now, fill variables, add or create labels, set the note and the automation note, schedule, and hold the send until a reply or a label condition is true.
Template variables are filled in this order: each body variable, then the website URL, then the media URL. Give the values in that order. For example: send the lead_castings template to +34…, name Laia, date Monday, link booking-1.
Sidekick cannot send unless you name three things: the WhatsApp number, an approved template for that number, and the recipient's phone number with the country code. A template that is not approved is not available.