Automating Order Emails from Monday.com to Gmail using Make.com

[Josh_Mann]

Automating Order Emails from Monday.com to Gmail using Make.com

I am using Monday.com CRM and need help setting up an automation in Make.com.

Here’s my setup and what I want to achieve:

Board Setup (in Monday.com):

I have a board with the following key columns:

• Lookup Key (Text): Contains product name, size, and thickness (e.g., “Nueva - Random - 60mm”)
• Colour (Label): The product colour (e.g., Onyx, Champagne)

• of Skids (Number): Number of skids being ordered

• Add to Order? (Label): Used to mark which items should be included in the order
• Create Order (Status): Used to trigger the automation when set to “Order now”

What I Want the Automation to Do:

1. When I change the “Create Order” status column of any item to “Order now”, it should trigger Make.com.
2. Make.com should search the board and find all rows where the “Add to Order?” column contains the label “Add to order”.
3. From those rows, group items that have the same Lookup Key and Colour.
4. Combine the “# of Skids” values for any exact matches.
   Example: If there are two items like this:
   • 3 Skids – Nueva - Random - 60mm – Onyx
   • 2 Skids – Nueva - Random - 60mm – Onyx
     They should be combined into:
   • 5 Skids – Nueva - Random - 60mm – Onyx
5. Create a Gmail draft or email with the following structure:

Subject:
Earthworks Landscape Supply Order – [Today’s Date]

Body:
Hello,

Can we please order the following with shipping to our yard at:
…….

• 5 Skids – Nueva - Random - 60mm – Onyx
• 3 Skids – Market Paver - 4x8 Stone – Champagne

[Stoyan_Vatov]

Hey Josh,

What issues are you having with this exactly? Can you share some screenshots of the scenario you have so far?

[stephenrodgers1990]

Automating email workflows between Monday.com and Gmail can get tricky when repeating orders or multiple linked rows are involved. I like the idea of keeping everything controlled through a single schedule module and filtering the board items before sending anything out. It prevents duplicates and keeps Gmail from firing off messages too often. Clean mapping and clear triggers make the whole setup a lot more reliable.

[Josh_Mann]

Hi @Stoyan_Vatov,

Honestly the issue is I’m trying to use ChatGPt to guide me through the whole process. It keeps taking me in circles though. So I am open to any suggestions on how to get it to work using Make.com. I have attached couple screenshots of my monday.com board but I dont have make.com screen shots cause nothing works.

[Stoyan_Vatov]

Yeah as a start, close the chatGPT window, its clueless as to what Make is capable of. I suggest the Make academy instead or some of the general youtube tutorials to get you started.
Step one should be doable with the Watch Board’s Column values acid trigger.
Step 2 is a Search Items module.

Step 3 is Aggregator module with the search module as source and set to grout by the specific values.

Step 4, either check the Academy or Youtube tutorials on how to process arrays. Or post the outputs here when you reach this and we can help.

Step 5 is a text aggregator to build the body and an Email module to send the email.

[Josh_Mann]

Hi Stoyan

,

I have attached a few pictures of my monday.com board and the very little modules I have in make.com need some very serious clear help please!

Step-by-Step Instructions for Your Automation

Trigger

1. Trigger starts when an item on the “Pavers/Steps Orders” board, in the group “Need to Order”, has its Status column “Create Order” changed to “Create order”.

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Filtering & Collecting Items

2. Make.com retrieves all items in the same group (“Need to Order”).

3. Filter the items so only items that meet all of the following are kept:

   • “Add to Order?” checkbox is checked.

   • “Manufacturer” text column contains “Oaks” (case-insensitive).

4. From each item that passes the filter, pull the following fields:

   • Product Link

   • # Skids Needed

   • Colour

---

Grouping & Combining Duplicate Lines

5. For all collected items, compare Product Link + Colour.

6. If two or more items share the exact same:

   • Product Link, AND

   • Colour
     …then group them together.

7. For each group of duplicates, add their “# Skids Needed” values together (5+5 =10) to create one combined line. 10 Skids-Nueve 60mm-Ebony

8. For items that do not have any matching pair, keep them as single entries.

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Preparing the Email Body

9. Build a structured email list containing each final grouped item.
   For each line, include:

   • Product Link

   • Colour

   • Total Skids Needed

   • So it reads (10(#of Skids info) Skids) - Nueva 60mm(Product link)-Ebony (Colour Label Column)

10. Add your standard intro text (e.g. shipping message, date, sign-off), for example:

• “Here is our Oaks order for today…”

• Add your signature (“Thanks, Josh Mann – Earthworks Landscape Supply”)

---

Creating the Gmail Draft

12. Populate a new Gmail draft email with:

• Subject:
  Earthworks Landscape Supply Order – {{today’s date}}

• Body:
  Your text block + the list of grouped items.

13. The email is left as a draft so you can review and send manually.