Imagine you’re working on multiple projects on monday.com, and some tasks, inventory items, or customer records need to exist across multiple boards. Every time an update is made in one board, you have to manually replicate the change elsewhere. This process is not only tedious but also prone to errors and inconsistencies.

Why This Problem Matters

Without an automated syncing system:

• Time is wasted on manually copying and updating data across boards.
• Errors and inconsistencies arise when updates are missed.
• Team collaboration suffers because different teams work with outdated or mismatched information.

The Solution: VLOOKUP Auto-Link for Seamless Item Syncing

VLOOKUP’s Sync Items To Multiple Boards feature eliminates manual work by ensuring that the same items and subitems stay synchronized across multiple boards. Whether you’re managing inventory, tracking customer interactions, or coordinating cross-team projects, VLOOKUP keeps everything up to date in real time. This sync works both ways, meaning that changes on one board are automatically reflected on the other board and vice versa.

Real-Life Use Cases

• Client Collaboration: A marketing agency shares specific campaign updates with a client on their own board, ensuring both teams stay aligned without giving full board access.
• Cross-Team Project Management: A development team and a marketing team work on the same feature launch. Only relevant tasks are synced between their respective boards, so both teams can collaborate efficiently.
• Inventory Management: A retailer maintains stock levels across regional warehouse boards, ensuring that updates to inventory reflect instantly in the central tracking board.

How to Set Up Item and Subitem Syncing with VLOOKUP

Follow these simple steps to ensure your items and subitems stay automatically updated across all relevant boards.

Step 1: Install the VLOOKUP App & Give Permissions

Make sure VLOOKUP is installed in your monday.com workspace. If you haven’t installed it yet, click on the install button below to install VLOOKUP on your monday.com account.

Install VLOOKUP

Confirm the installation. Review the requested permissions and click on the “Install” button.

Step 2: Enable VLOOKUP Auto-Link

• Open the board where you want to sync items.
• Select the item you want to sync and then click on the app option from the floating menu.
• Navigate to the Apps section and add Sync Items To Multiple Boards.

Step 3: Define Matching Criteria

• Choose the board and specific columns you want to sync.
• A pop-up will appear, allowing you to select the column values to match. Define the key values (e.g., Item Name, Order ID, Task Title) that will be used to match items across boards.

Click the “Save and Copy” button to apply your changes.

Step 4: Sync Subitems Across Multiple Boards

• If you need to sync subitems, enable the Subitem Sync feature. 
• Open the subitem, select the item, and then follow the same steps as above.
• Choose which subitem details should be kept updated across boards (e.g., status, due dates, assigned team members).

Step 5: Automate and Monitor

Once set up, VLOOKUP’s Sync Items To Multiple Boards feature ensures that any updates made in one board are reflected in all linked boards in real-time. You can monitor syncing activities within the Automation Center to confirm everything is working smoothly.

See It in Action!

Want to see how easy it is? Watch our video tutorial on syncing items and subitems using VLOOKUP.

Why Use VLOOKUP for Syncing?

✅ Saves Time: No need for manual updates—everything syncs automatically. 

✅ Eliminates Errors: Ensures data accuracy across all boards. 

✅ Enhances Collaboration: Teams always have the most up-to-date information.

Start Syncing Smarter Today

Stop manually updating the same items in multiple places. With VLOOKUP’s Sync Items To Multiple Boards feature, you can streamline workflows and ensure data consistency across all your monday.com boards. Try it now!