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The moment it happens

Mark monday.com parent items Done when subitems are

When the last subitem of a monday.com item is set to Done, the parent item is set to Done too, and reopened if a subitem is reopened.

Runs
The moment it happens
Apps
monday.com
AI
Not needed
Access
boards:read, boards:write, webhooks:write

Send this to your assistant

Create a ClickRuntime automation: when a subitem's status changes on my Projects board in monday.com, check all subitems of its parent. If they are all Done, set the parent's status to Done. If the parent is Done but a subitem is not, set the parent back to Working on it.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

Subitems break a big item into steps, but the parent's status does not follow them. Teams finish every step and the parent still says Working on it until someone notices.

Setting the parent from its subitems keeps the main board, dashboards and reports honest without anyone checking each item by hand.

It works in both directions: if a step is reopened, the parent stops saying Done, so finished-looking work is really finished.

What you get out of it

  • Parents stay accurate

    The main item shows Done as soon as the last step is finished.

  • Reopens are caught

    If a subitem goes back to work, the parent is moved out of Done.

  • Dashboards add up

    Charts and reports built on parent status match the real progress.

  • Instant

    The change happens seconds after the subitem is updated.

  • Only changes when needed

    If the parent already has the right status, nothing is written.

How it works

What happens, step by step

  1. A monday.com webhook tells ClickRuntime whenever a subitem's column changes.

  2. It reads the parent item and the status of every subitem under it.

  3. If all subitems are Done, the parent is set to Done.

  4. If the parent was Done and a subitem is reopened, the parent goes back to Working on it.

Before it runs live

  • Connect monday.com
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Mark monday.com parent items Done when subitems arejust nowSucceeded
monday.com · Projects boardSubitem "QA sign-off" set to Done (4 of 4 subitems Done) Parent "Mobile app 3.2 release" status: Working on it → Done

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Add an AI step, for example to summarize, sort or draft a reply
  • Add another app, for example also send it to Slack
  • Combine it with other monday.com steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
mark_monday_com_parent_items_done_when_all_subitems_are_done.pyexample
from clickruntime import on_event, credentials, http

DONE, REOPENED = "Done", "Working on it"
PARENT = """query ($id: [ID!]) { items(ids: $id) { name board { id }
  column_values(ids: ["status"]) { text }
  subitems { name column_values(ids: ["status"]) { text } } } }"""
SET = """mutation ($board: ID!, $item: ID!, $value: String!) {
  change_simple_column_value(board_id: $board, item_id: $item, column_id: "status", value: $value) { id } }"""
def monday(query, **variables):
    resp = http.post("https://api.monday.com/v2", json={"query": query, "variables": variables},
                     headers={"Authorization": credentials.secret("MONDAY_API_TOKEN"), "API-Version": "2024-10"})
    resp.raise_for_status()
    return resp.json()["data"]

@on_event
def handle(event):
    body = event.json or {}
    if "challenge" in body:
        return {"challenge": body["challenge"]}
    ev = body.get("event", {})
    parent_id = ev.get("parentItemId")
    if not parent_id or ev.get("columnId") != "status":
        return {"skipped": "not a subitem status change"}
    parent = monday(PARENT, id=[parent_id])["items"][0]
    subs = parent["subitems"] or []
    done = sum(1 for s in subs if s["column_values"][0]["text"] == DONE)
    current = parent["column_values"][0]["text"]
    target = DONE if subs and done == len(subs) else (REOPENED if current == DONE else None)
    if not target or target == current:
        return {"parent": parent["name"], "done": f"{done}/{len(subs)}", "changed": False}
    monday(SET, board=parent["board"]["id"], item=parent_id, value=target)
    return {"parent": parent["name"], "done": f"{done}/{len(subs)}", "status": f"{current} → {target}"}

FAQ

Common questions

Which board do I add the webhook to?
The main board. monday.com's subitem webhook is registered on the parent board and fires for changes to any of its subitems.
Can it show progress, like 3 of 4 done, on the parent?
Yes. Ask your assistant to also write the count to a text or numbers column on the parent item.
Our status labels are different. Will it work?
Yes. Tell your assistant which subitem label means finished and which labels to use on the parent.
What permissions does it need?
boards:read, boards:write, webhooks:write. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Mark monday.com parent items Done when subitems are” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.