You’ve got files—contracts, deliverables, reports—stored on internal boards. But your clients, vendors, or external collaborators don’t have access to those boards. So what happens?
- You duplicate files manually
- Slack and email become your file transfer tools
- Guests miss key updates
- Version control becomes a nightmare
Why It Matters
monday.com’s guest permissions make collaboration secure—but sharing files across private and sharable boards can be clunky and manual.
That’s a huge blocker when you’re:
- Running client-facing projects
- Working with agencies, partners, or contractors
- Delivering shared reports or documents
The Solution: Use VLOOKUP to Seamlessly Link and Share Internal Files
With VLOOKUP by Jetpack, you can: ✅ Store your master files in internal/private boards
✅ Automatically sync file links to sharable boards
✅ Ensure guests always see the latest version—no extra steps
✅ Eliminate the need for duplicate uploads or manual syncs
Use Case Example
Let’s say your Internal Board tracks creative assets, contracts, or status files.
You want to share only the final outputs with a Client-Facing Board (where guests are added).
Using VLOOKUP, when an item is created or updated in the internal board:
- The file is linked automatically to the external board
- Guests can access the file without giving them full access to internal operations
- Everyone stays aligned without copy-paste chaos
Step-by-Step: Share Internal Files Using VLOOKUP
Step 1: Create Two Boards
- Internal Board: Where your team manages files and data
- Guest Board: A sharable board for external collaborators
Step 2: Match Items with a Key
Use a shared field (e.g., project name, ID, or task title) that exists in both boards.
Step 3: Add a File Column in Both Boards
Ensure both boards include a File column. On the internal board, upload or manage the actual file. The guest board will auto-populate with the same file via VLOOKUP.
Step 4: Install VLOOKUP
Get the VLOOKUP app from the monday.com marketplace if you haven’t already.
Step 5: Create a Recipe
- Source Board: Internal
- Target Board: Guest-facing
- Match on: Project Name or Item ID
- Sync: File column from internal → guest board
- Trigger: “When item is created” or “When file is updated”
Step 6: Test It
Create or update an item on your internal board.
Watch as the file is automatically linked to the matching guest board item.
Guests can now access the file—without giving them full access to the internal process.
The Result: Real-Time File Sharing Without the Manual Hassle
✅ Guests stay updated
✅ Internal workflows stay protected
✅ Your team stops wasting time duplicating documents
✅ Everything stays version-controlled and synced
Recap
Using VLOOKUP to sync file columns between internal and sharable boards is a game-changer for any monday.com setup involving external users.
No more manual uploads.
No more “Where’s the latest doc?” threads.
Just one clean, secure, scalable way to collaborate.