Overview

Automatically notify clients by email about new inbox messages, item comments or new assigned board items

In this guide you learn how to send email notifications to your clients automatically when something new is available in their monday.com client portal, such as new inbox messages, item comments from your team or newly assigned board items on which your client needs to take action on.

Comment: Board automation

How to notify clients with a board automation about new inbox messages and client comments

Every time your team writes a new Client Inbox message or an Item Comment through the dedicated Client Comments item view, you want to notify your client by email. For this we can make use of a Board automation with one custom app trigger, and one native monday.com action:

1. Open your Clients Board and click Automate
2. In the Automations overlay click the Manage tab
3. Then click the Create automation button
4. As trigger choose When client portal owner comments
5. As action choose Send email via Outlook or Gmail
6. Click Email to set it up:
   • Choose a Subject line, e.g. 💬 New comment in your Client Portal
   • Choose a Message with the Comment value to directly embed the message, and optionally add a call to action link to your client portal if you require an action from your client, e.g. 👉 Sign in to reply: https://portal.clientportalbuilder.com
7. Click Someone to add the email addresses:
   • In the Email address field choose the Client Email Addresses value
8. Click Create automation and test it afterwards

Comment: Workflow automation

How to notify clients with a workflow builder automation about new inbox messages and client comments

Every time your team writes a new Client Inbox message or an Item Comment through the dedicated Client Comments item view, you want to notify your client by email. For this we can make use of a Workflow automation with a mix of custom app and native monday.com triggers and actions:

1. Open your monday.com workspace and create a new Workflow by clicking the + button
2. With Choose a trigger open, click Explore all triggers
   1. Search and choose When client portal owner comments
   2. Choose your Clients Board from the dropdown
3. Add a new action by clicking + below the trigger
   1. With What happens next? open, search and choose Get client related data
   2. Keep the action settings as is with your Clients Board and Client Item ID | Step 1 selected
4. Add a new action by clicking + below the previous action
   1. With What happens next? open, search and choose Send email via Gmail or Outlook
   2. Select your connected Gmail or Outlook account first
   3. In the To field add the Client Email addresses | Step 1 value
   4. Choose a Subject, e.g. 💬 New comment in your Client Portal
   5. Choose a Message with the Comment | Step 1 value to directly embed the message, and optionally add a call to action link to your client portal if you require an action from your client, e.g. 👉 Sign in to reply: https://portal.clientportalbuilder.com
5. Click Publish workflow and test it afterwards

New item: Workflow automation

How to notify clients with a workflow builder automation about new board items in the client portal

Every time a new board item is created and assigned to a client, you want to notify your client by email about its appearance in the client portal. This example expects using the Show selected items to specific clients from one boards board setup. For this we can make use of a Workflow automation with a mix of custom app and native monday.com triggers and actions:

1. Open your monday.com workspace and create a new Workflow by clicking the + button
2. With Choose a trigger open, click When item created
   1. Search and choose your target board from the dropdown
3. Add a new action by clicking + below the trigger
   1. With What happens next? open, search and choose Get item data
   2. Keep the action settings as is with your Target Board and Item ID | Step 1 selected
4. Add a new action by clicking + below the previous action
   1. With What happens next? open, search and choose Find connected item
   2. Keep the action settings as is with your Target Board and Item ID | Step 1 selected
   3. Select the Connect boards column to your Clients Board, and select your Clients Board below
5. Add a new action below the Found branch by clicking +
   1. With What happens next? open, search and choose Get client related data
   2. Find and choose your Clients Board and select Item ID | Step 3 as Client Item
6. Add a new action by clicking + below the previous action
   1. With What happens next? open, search and choose Send email via Gmail or Outlook
   2. Select your connected Gmail or Outlook account first
   3. In the To field add the Client Email addresses | Step 4 value
   4. Choose a Subject, e.g. 🚨 New task assigned in your Client Portal
   5. Choose a Message with the Item » Name | Step 1 value to directly embed the item name, and optionally add a call to action link to your client portal if you require an action from your client, e.g. 👉 Sign in to view details: https://portal.clientportalbuilder.com
7. Click Publish workflow and test it afterwards