This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
How the Pre-fill from monday.com bot works
Pre-fill altaFlow documents with data from monday.com boards. Map any column to a document field and the bot pulls relevant board data automatically — saving time, reducing manual error, and keeping your documents consistent with your work management platform.
Use case example: When finalizing a sales deal in monday.com, use the bot to populate a quote with the customer's name, billing address, and purchase details. Sales reps quickly generate accurate quotes based on the deal information — improving efficiency and customer service.
How to set up
When the bot works by default:
The Pre-fill from monday.com bot activates when a document is opened for filling out by a recipient.
Add the bot depending on your needs as described in this article. You may install this bot in the step, between the steps, or using the All bots section.
Find the Pre-fill from monday.com bot in the list of bots and click Install bot.
Connection settings
To connect the bot to your monday.com account, select Connect in the Connection settings section. Enter the monday.com API key and hit Apply.
To obtain an API key, go to your monday.com account, click the profile icon, and go to the Developers tab.
Go to My access tokens and copy the API key.
Action settings
1. Select base board — select the board from which data will be exported to the documents. In case there are any boards connected to the selected base board, they can be added as well in the Related boards.
2. Select the type of data that you want to pre-fill:
- selecting Single line allows for pre-filling single line fields
- selecting Table allows for populating table rows or arrays of data.
3. In the Pre-fill document fields with data from the board section, navigate to Add column and choose the fields that you require. Once you have selected all the necessary fields, click on the Select button.
Now, when the columns have been selected, the options on the right will automatically become active. Select the document and document fields that you want to pre-fill using data from monday.com.
4. Specify the criteria for finding the rows that you need. To do so, select the value in the board column first.
Once selected, the options on the right will automatically become active. Now you can select the corresponding value in the selected document that will be pre-filled.
Conditions
Set conditions to pre-fill from monday.com only when specific criteria are met. Common scenarios include:
Deal stage filter: Pre-fill quotes only when the monday.com "Status" column equals "Negotiation" or "Ready to send" — skips leads still in prospecting.
Assigned rep matching: Pull records only when the "Owner" column matches the workflow sender — each rep gets their own deal data.
Empty field trigger: Only run pre-fill when a document field is empty — avoids overwriting manually adjusted values.
Board-specific routing: Trigger only for records tagged with a specific project or department — one workflow can serve multiple monday.com boards.
Learn more about bot conditions usage in the dedicated bot execution conditions article.
If no condition is set, the bot pre-fills every time a document is opened by the recipient.
Advanced settings
Fine-tune how the bot pulls monday.com data:
Run frequency: Pre-fill runs each time the document is opened by default. Adjust to fire only on specific field triggers if monday.com API rate limits are a concern.
Failure handling: If the monday.com API is unreachable or the record wasn't found, decide whether to skip pre-fill (recipient fills manually) or halt the workflow.
Document tags: Tag documents pre-filled from monday.com (e.g., "monday-prefilled") to distinguish them from manually entered records for reporting.
Learn more about adjusting Advanced settings in the bot setup glossary.