Hey there! If you’re looking to automatically back up your completed tasks from Monday.com to Dropbox as PDFs, you’re in the right place. In this guide, I’ll walk you through setting up an automation using Make (formerly Integromat) to achieve this. By the end, every time you mark a task as complete in Monday.com, a PDF of that task will be saved in your Dropbox. Let’s dive in!
Introduction
Managing tasks efficiently is crucial, and having backups ensures you never lose important information. By integrating Monday.com with Dropbox through Make, you can automate the process of saving completed tasks as PDFs. This not only saves time but also provides a reliable archive of your tasks.
Step-by-Step Guide
1. Set Up a Make Account
First things first, if you haven’t already, sign up for a free account on Make. Once registered, log in to access your dashboard.
2. Create a New Scenario
In Make, scenarios are workflows that automate tasks. To create one:
- Click on the “Create a new scenario” button.
- A blank canvas will appear where you’ll build your automation.
3. Add the Monday.com Module
We’ll start by setting up a trigger that watches for completed tasks in Monday.com.
- Click on the “+” (plus) sign on the canvas.
- Search for and select the Monday.com app.
- Choose the “Watch Board’s Items by Column Values” trigger. This will monitor items based on specific column values.
- Connect your Monday.com account by following the prompts.
- Configure the module:
- Select the board you want to monitor.
- For the column, choose the one representing task status (e.g., “Status”).
- Set the value to “Complete” or whatever label you use for finished tasks.
This setup ensures that the scenario triggers whenever a task is marked as complete.
4. Retrieve Task Details
To create a comprehensive PDF, we’ll need all details of the completed task.
- Add another Monday.com module by clicking the “+” sign.
- Select the “Get Item” action.
- In the configuration:
- Map the Item ID from the previous module to fetch the specific task’s details.
5. Convert Task Details to PDF
Now, let’s transform the task details into a PDF.
- Add the PDF.co module (a service that converts HTML to PDF).
- Choose the “HTML to PDF” action.
- Configure the module:
- In the HTML field, input the task details. You can format this using HTML tags to structure the content.
- Set other parameters as needed, such as page size and orientation.
Note: You’ll need a PDF.co account and API key to use this module.
6. Upload the PDF to Dropbox
With the PDF ready, let’s save it to Dropbox.
- Add the Dropbox module.
- Select the “Upload a File” action.
- Connect your Dropbox account.
- Configure the module:
- Set the Folder Path where you want to save the PDFs (e.g., “/Completed Tasks”).
- For the File Name, you can use the task name with a “.pdf” extension (e.g., “TaskName.pdf”).
- In the File Content field, map the output from the PDF.co module.
7. Test and Activate the Scenario
Before going live:
- Click the “Run Once” button to test the scenario.
- Mark a task as complete in your Monday.com board.
- Check your Dropbox folder to see if the PDF appears.
If everything works as expected, activate the scenario by toggling the switch to “On”.
Optional Enhancements
To further optimize this automation:
- Organize PDFs by Date: Modify the Dropbox module to create subfolders based on the completion date, keeping your backups organized.
- Notify Team Members: Add an email or Slack module to notify team members when a task is backed up.
- Include Attachments: If tasks have attachments, configure the scenario to include them in the PDF or upload them separately to Dropbox.
And there you have it! With this setup, your completed Monday.com tasks will be automatically backed up as PDFs in Dropbox, ensuring you have a secure and organized archive of your work. Happy automating!
